1. Travel services training

2. Learning objectives
Discuss entire travel process from PRIOR Approval to Reimbursement
Tools to reduce cost for travel related expenses and avoid use of personal resources
Outline methods of payments for travel related expenses
Review travel related policies, regulations and WSU procedures
Procedure for preparing and processing TEV

3. Travel process

4. Approval to travel
PRIOR approval is required for ALL official University travel in order for the traveler to be eligible to TRAVEL and to be REIMBURSED – BPPM 95.05
Required written approval for official WSU travel - Travel Authority (TA) form
A dean, director, chair or authorized University official must personally sign TA
Indicates approval of the Travel Plan
The department must retain the approved TA in departmental files
The TA is not required to be routed to Travel or AP unless:
A Travel Advance is requested OR Conference Registration is to be paid in Advance
Employee in-state travel allows for VERBAL approval except when:
Requesting an exception to policy, and/or
Travel is partially or fully funded by a THIRD party

5. Booking travel Departments/Travelers may book through the following:
Travel Agency
Online Agency
Directly with a Vendor
Ensure the authorized travel plan is the most ECONOMICAL and ADVANTAGEOUS to the State
The traveler is responsible for exercising prudent judgment when making travel arrangements

6. cost savings – state contracted rates
Take advantage of cost savings through WSU’s various State contracts:
EasyBiz: booking travel on Alaska Airlines or Horizon Air
State contracted fares
Avoid third-party booking fees
Earn Alaska Airline Mileage Plan miles for the State agency
The traveler can also accumulate their own frequent flyer miles
SWABIZ: booking travel on Southwest Airlines
No change fees, bags fly free
Enterprise/National Rent-A-Car: contracted rental car rates
NASPO ValuePoint Travel Center: over 11,000 lodging facilities that will honor per diem rates

7. CTA – methods of payment
Central Travel Account (CTA): A Visa ghost card account—used by departments to purchase AIRFARE, BUS AND RAIL FARES
Advantages:
Personal resources do not have to be used for business related travel expenses
Centralizes the booking process – allows for easier reconciliation
Budgets are charged during the reconciliation process
How to get a CTA account?
Apply by sending a memo to Travel Services
Ensuring CTA compliance:
Maintain CTA log sheet with supporting documents
Timely on-line reconciliation : JPMC PaymentNet
ONLY allowed transactions: air, rail or bus fare

8. TRAVEL CARD– methods of payment
Corporate Travel Card: A personal liability Visa card – issued to WSU employees and ONLY to be used for WSU travel related expenses
How to apply for a Travel Card?
MUST be a WSU employee and expected to take at least ONE business trip per year
Complete Travel Charge Card Application AND Cardholder’s Agreement
Forms are located:
Submit signed forms to Travel Services – allow 2-3 weeks for processing
Prohibited Purchases – any personal items and/or non-official travel related expenses
Allowable Purchases -- meals, hotels, car rentals, taxi, baggage fees, etc.
Upon returning from a trip, the traveler is responsible for the following:
Completing a TEV to be sent to Travel for processing
Paying the card balance in FULL when reimbursement is received – partial payments are prohibited

9. DIRECT TO VENDOR – methods of payment
Vendor invoices WSU directly – payments are processed through Travel Services
Requires original signature and budget coding – TA# is used for payment reference
Document business purpose and lodging exception rule (if applicable)
Direct Vendor payments are ONLY allowed for the following:
Non-employee car rentals
Non-employee lodging
Conference registrations
Contractual lodging agreements are paid by the AP Contracts Desk
Requires original signature and budget coding – C# is used for payment reference
Exceptions for WSU Employee Lodging Direct Bills – see BPPM 95.06
Allowable when WSU employees accompany non-employees or students OR
When five or more WSU employees book a block of rooms

10. Purchasing card – methods of payment
P-Card: A corporate backed Visa card – available for faculty and staff and restricted to WSU business purchases only.
The P-card can ONLY be used for the following travel related expenses:
Non-employee travel expenses, except airfare (use CTA) and rental cars (Direct Bill thru Enterprise)
Conference registration fees
Washington “Go-Pass” fees
For Purchasing Card policy exception requests related to Travel:
Contact

11. Travel advances – methods of payment
Travel Advances are approved and processed through Travel Services – BPPM 95.05
Who qualifies for a Travel Advance?
WSU employees in travel status for more than 14 days AND with no outstanding advances
How to get a Travel Advance?
Complete and submit a signed Travel Authority to Travel Services (zip: 1025)
Must be signed by department head or designee, expenditure authority and traveler
Allow 10 business days prior to the trip start dart for processing
Contact the Travel Manager to request any exceptions to the Travel Advance policy
If the exception is approved – the advance must be issued on 17A funds
Advances cannot be issued more than 30 days before the trip start date

12. Travel advances - cont. Determining the Advance Amount Example:
Amount should be equal to or less than the total per diem allowance (lodging & meals) for the number of days in Travel Status
Example:

13. Travel advances - cont.
Clearing a Travel Advance – Travel advances are cleared with the submission of a TEV substantiating the expenses, and if applicable, the recovery of any portion that was not expensed.
Tax Implications
WSU follows an accountable plan as outlined in IRS Regulation 463
Travel advances must be substantiated and cleared within 120 days of the advance date
If these conditions are not met, the applicable amount will be reported to Payroll Services,
Payroll will withhold appropriate taxes based on the traveler’s W4 allowances
The taxable amount will be reported as taxable income in Box 1 of the traveler’s W-2

14. PERSONAL RESOURCES – METHODS OF PAYMENT
Personal Resources i.e. debit/credit card can be used for all employee and non- employee travel related expenses
Upon completion of the trip:
Submit a TEV/Expense reimbursement with applicable receipts and business purpose

15. Travel status
Travel status begins when the traveler leaves their official station or residence on the way to a temporary duty station
While in travel status, travelers need to keep the following receipts:
Lodging (showing $0 balance)
Transportation (i.e. airfare, rental car, etc.)
Allowable miscellaneous travel expenses in excess of $50

16. Allowable expenses Lodging Meals
Reimbursed at actual cost up toe daily maximum lodging rage
Travelers must use a commercial lodging facility
Shared venue lodging (i.e. AirBnB, VRBO, etc.) are allowable per WSU policy
Lodging within 50 miles of official residence/station is not reimbursable
Meals
Reimbursed at the meal rate in effect at time of travel for the location
Location for overnight trips is based on where the traveler sleeps (effective 1/1/2019)
Single Day Trips – if 11hour rule is met, meals are considered taxable income
Defined Meal Period – traveler must be in travel status for the entire meal period (effective 1/1/2019
Breakfast: 7-9am
Lunch: 12-2pm
Dinner: 5-7pm

17. Unallowable expenses
Personal expenses and expenses non essential to official state business are NOT reimbursable

18. Tev preparation
All WSU employees seeking reimbursement must utilize the E-forms system
User Guides:
Best practice is to have one TEV per trip/per traveler
In group travel, each traveler should pay for their own travel related expenses
Prepare a TEV for all travel related expenses to:
Claim reimbursement
Account for travel advances
Account for travel supported by 3rd parties

19. Tev preparation
Upon returning from a trip, the traveler is responsible for submitting required receipts and other pertinent details (i.e. time frame)
Trip start/end date
Primary destination
Business purpose of the trip
Complete the “Travel Details” section to include justification of an expense or request an exception to policy
The traveler and authorized personnel sign the completed TEV, certifying and approving the travel expenses

20. Tev preparation
Tax implications, IRS Publication 463 (effective 1/1/2019)
The TEV must be submitted within 60 days of the trip end date
If not, the expenses will be taxed as ordinary income on the traveler’s W2
Per IRS regulation and as part of WSU’s accountable plan
Third-party funded trips require a TEV to be submitted
Provide additional documentation to support reimbursement
Travel Advances
Must be cleared within 120 days of the advance paid date
If not, the advance will taxed as ordinary income on the traveler’s W2

21. Tev processing
TEV’s are processed by Central based on the Last Name of the traveler
TEV’s are processed within 10 business days of a properly competed TEV
If claimant’s do not have a WSU ID#, additional processing time is needed
Travel staff conducts a TEV audit based on the following:

22. Payment timing
In E-forms there is a 2-day lag from finalized TEV to payment schedule date
Direct Deposit: deposited 2-3 business days after payment scheduled date
Check: allow 5-7 business days to receive check
Wires (international individuals): same day funding

23. FAQ’S Can a traveler be reimbursed for?
Seat upgrades: No, this is a personal preference item
Travel insurance/protection: No, this is a personal preference item
Flight change fees: Yes but only with proper business justification on TEV
Airfare purchased with miles: No, this would be personal cash gain for the traveler
Rental car upgrade: No, this is a personal preference item
What if I am in an accident or experience damage to my personal vehicle while on a WSU business trip?
When using your own personal vehicle, WSU is not responsible for any loss or damage
Personal vehicle insurance would be primary insurance coverage
Specific questions should be addressed to Risk Management
Other FAQ’s -- Discussion

24. Thank you!